Privacy Policy

Overview

This Privacy Policy describes how Rivac AI Labs ("we," "us," or "our") handles information collected through this website. There are three: the contact form, the newsletter sign-up in the footer of every page, and the analytics that count page views and tell us which organisation a visit came from. We built this policy to be straightforward: we collect the minimum information needed to respond to your inquiry, scope potential work together, and send the updates you asked for, and we do not use it for anything beyond that without telling you first.

Information We Collect

Three things on this site collect information, and only these three: the contact form, the newsletter sign-up, and the analytics described below.

Contact form

When you send us a message, we collect what you typed into the form:

• Your name
• Your email address
• Your company name, if you give one
• The engagement tier and budget range, if you pick them
• How you heard about us, if you pick an answer, and what you typed if you picked "Other"
• A description of your project or the problem you're trying to solve
• A reference to your visit, so we can see which pages you read before writing. It is the random identifier described under Website analytics below, and it is absent if your browser was not being counted

Newsletter sign-up

The footer of every page has one email field, labelled "Get occasional updates". If you submit it, the only thing we collect is the email address you typed, saved in lowercase, together with the date and time it was added. There is no name field, no hidden field, and we do not record which page you were on when you signed up. Submitting the same address twice does not create a second entry.

That list is only ever added to by that form. Emailing us, or sending the contact form, does not put you on it.

Website analytics

We count visits to this site ourselves, rather than through Google Analytics or any advertising network. For each page you open we record the page address, how long it was actually visible on your screen, how far down the page you scrolled, and where you arrived from, meaning the website that linked you or the campaign tag on the link. Nothing you type on a page is recorded, and we do not replay or record your session.

Two random identifiers make those page views add up to a visit. One is kept in your browser's own storage and groups the pages of a single visit together. The other is a cookie named rv_vid, set by us and by nobody else, which lets us see that a later visit is the same browser returning. It contains a random value and nothing else, it cannot be read by any script on the page, it is not shared with anyone, and it expires after a year. If you are in the EU, the UK or Switzerland, it is never set at all and your visits are not linked across days.

We record an approximate country, region and city for each visit. This comes from our hosting provider, which resolves it at the edge of its network before the request reaches us. It is approximate in a way worth stating plainly: city-level accuracy from network data is poor, particularly on mobile connections, and is frequently wrong by a hundred kilometres or more.

We do not store your IP address. It arrives with your request, as it does with every request to every website, and we use it once, in memory, to ask a service called IPLocate which organisation owns the network you are on. We then discard it. What we keep from that is the name of the organisation, if the network belongs to a company rather than to a home or mobile internet provider. The address itself is never written down; only a truncated form of it, covering 256 neighbouring addresses, is held in a lookup cache so that repeat visits from the same network do not need a second query. That cache is not linked to your visit or to anything else about you, and for EU, UK and Swiss visitors the lookup does not happen at all.

What this tells us, at most, is something like "someone at a company we can name read three pages". For the great majority of visits it does not even tell us that, because most people reach the internet through a consumer provider whose name identifies nobody. It never tells us who you are. We do not buy, and have never bought, data that attaches a name, an email address or a phone number to an anonymous visit. Products that claim to do this exist. We looked at them, and we decided against them.

How We Use Your Information

We use the information you submit solely to:

• Respond to your inquiry
• Scope, propose, and, if we move forward, deliver an engagement with you
• Keep an internal record of prospective and current client relationships
• Send occasional email updates about what we are building, to the addresses that asked for them through the footer sign-up and to nobody else
• Understand which pages are read and which are ignored, and see when a visit comes from an organisation that might become a client, so that we can follow up on it

We do not use information submitted through this site, or any data shared with us during an engagement, to train AI models or systems for other clients, and we never sell or rent your personal information to third parties. This mirrors the same confidentiality standard we apply to client data across every engagement.

Coming Off the Newsletter List

We would rather describe the mechanism we have than one that sounds better. This site has no one-click unsubscribe link and no self-service preferences page. To come off the list, email us at hello@rivaclabs.com and tell us the address to remove, and we delete it from the list. A person does that by hand rather than an automated system, so allow a little time for it.

Data Retention

We retain contact-form submissions for as long as reasonably necessary to respond to your inquiry and, where a relationship develops, for the duration of that business relationship plus a limited period afterward for our own records. If you ask us to delete your information and no legal or contractual obligation requires us to keep it, we will do so.

A newsletter address stays on the list until you ask us to remove it, or until we retire the list entirely. Nothing expires it automatically.

Analytics records are different: they are deleted automatically after twelve months, and the network lookup cache after ninety days. That is done by the site itself rather than by somebody remembering to do it.

Your Rights

Depending on where you're located, you may have the right to access, correct, export, or request deletion of the personal information we hold about you, and to object to or restrict certain uses of it. To exercise any of these rights, contact us using the details below and we will respond within a reasonable time. For the newsletter specifically, the quickest route is the removal request described above.

Third-Party Services

We may use third-party infrastructure providers to operate this site: hosting, the managed database where contact-form submissions and newsletter addresses are stored, and the email-delivery service that carries our replies and any newsletter we send. Those providers process information only on our behalf and under confidentiality obligations, we do not permit them to use it for their own purposes.

One more, named separately because it is the only one that receives anything about a visitor rather than merely storing what we send it. IPLocate, an IP intelligence service, is asked which organisation owns the network a visit came from. It receives the address the request arrived from and returns the owner of that network. It receives nothing else: not your name, not your email address, not what you read, not anything you typed. This query is not made at all for visitors in the EU, the UK or Switzerland.

Changes to This Policy

We may update this policy as our practices or applicable law change. Material changes will be reflected by updating the "Last updated" date at the top of this page.

Contact Us

Questions about this policy or how we handle your information? Email us at hello@rivaclabs.com or reach out through our contact page.